Predictive service

excellence for printers

An overview of remote service platforms for printer and
copier devices
February 2009

Networked printers and multifunction peripherals often require a high level of support and manual intervention.
Secure remote monitoring platforms reduce device downtime through automating service alerts, providing
proactive toner replenishment and automatic meter reading. End users benefit through improved device uptime,
and manufacturers and their service partners can build proactive service relationships which can drive greater
customer loyalty.

Louella Fernandes Clive Longbottom

Quocirca Ltd Quocirca Ltd
Tel +44 1753 754838 Tel +44 1753 754838
louella.fernandes@quocirca.com clive.longbottom@quocirca.com

REPORT NOTE:
This report has been written independently by Quocirca Ltd.

During the preparation of this report, Quocirca has spoken to a number of suppliers involved in the areas covered. We are grateful for their time
and insights.

Although Quocirca has taken what steps it can to ensure that the information provided by the vendors involved in this report is true and reflects
real market conditions, Quocirca cannot take any responsibility for the ultimate reliability of the details presented. Therefore, Quocirca expressly
disclaims all warranties and claims as to the validity of the data presented here, including any and all consequential losses incurred by any
organisation or individual taking any action based on such data.

An independent report by Quocirca Ltd.

www.quocirca.com

Commissioned by Xerox
 PREDICTIVE SERVICE EXCELLENCE FOR PRINTERS February, 2009

1. Executive summary

Many organisations are shifting towards a more responsive IT environment that is at the same time more self-
reliant. Manufacturers are striving to enhance customer satisfaction through improved service availability whilst
enterprises want to shift the service responsibility away from their IT departments to their suppliers and service
providers. Consequently today's service landscape requires collaboration between product manufacturers, their
service partners and users of the equipment to maximise the value and uptime of assets.

Traditionally service has been viewed as a reactive process – repairing products when they fail. However, service is
now a key competitive differentiator contributing to customer loyalty which can guarantee a higher level of asset
availability and drive value, customer loyalty and also profitability. Therefore delivering service excellence centres
on ensuring devices are less likely to malfunction in the first place. By providing remote maintenance, vendors can
offer predictive support which can trigger preventative action. Not only can this drive service and maintenance-
based revenues for the vendor and its channel partners, but it can improve device uptime and availability for the
user.

Document output devices such as printers, copiers and multifunction peripherals (MFPs) are typically the most
support intensive elements of the IT infrastructure. Printers need regular maintenance and replenishing with paper,
toner or ink, and every call to the support desk uses up valuable resources. Furthermore, many copier-based
devices are purchased on a contract that requires meter readings for billing purposes which often need to be
performed manually on-site. Keeping on top of inventories and ensuring timely replenishment, requesting service
engineers as well as managing invoicing all add to the complexity of managing the print environment. Poor provision
of all this often leads to frustration for end
users.
Challenges without remote monitoring
Many suppliers of document output devices rely In a typical customer environment, both user and help
on their channel partners to deliver service desk productivity is impacted significantly by supplies
excellence, and in a market characterised by running out or device malfunction.
shrinking margins it is ever more important that
these partners have the tools to offer them Supplies depletion: Supplies inventory is
recurring revenue opportunities from both manually monitored. If no toner/ink supplies are
supplies and service. Remote monitoring in stock, then the service organisation would
solutions for document output devices provide need to be notified, and print jobs would need
service data relating to usage, maintenance to be redirected to another device if available.
requirements and supplies levels enabling a The manual intervention required often means
proactive service approach to maintenance, that resources are being diverted from other
billing and supplies management. This can lead tasks.
to fewer service interventions, increased Device failure/malfunction: If an output device
uptime, more effectively managed inventories, stops printing due to a malfunction, users would
higher employee productivity and lower total have to work on an alternative device, impacting
cost of ownership. print queues and device utilisation.
Meter reading - without remote monitoring, this
The objective of remote monitoring platforms is is a manual process which needs to be
to automate these tasks as much as possible, conducted at regular intervals. If meter readings
thereby improving service continuity for users, are missed, estimates are made by the
and improving the customer relationship for manufacturer based on usage history.
manufacturers and their service partners that
are able to build proactive service relationships
which in turn can drive greater customer
loyalty.

This report provides a comparison of the major remote print environment monitoring platforms available in the
European market.

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2. A remote monitoring infrastructure

The following diagram depicts how a typical remote monitoring platform is implemented. Typically an appliance
resides at the customer site, collecting data such as meter reads, consumables usage data and error information.
The appliance transmits data over HTTPS to a centrally hosted server at the manufacturer’s location. This server
which analyses the data to generate reports which the customer, reseller and manufacturer can access, initiate
service calls and deliver supplies. In some cases remote monitoring technology is embedded directly into the printer
device which then communicates directly with the host server.

Figure 1: A sample remote monitoring infrastructure

Broadly, a remote monitoring service should offer some or all of the following features and benefits:

Features Benefits
Automatic meter/counter reading Reduced time associated with manual meter reads
Greater billing accuracy
Automatic invoicing
Automatic error notification Predict equipment failure, improve uptime
Automatic toner/ink Proactive maintenance and replenishment
management Improved inventory management
capabilities/supplies ordering
Usage reports Optimise hardware usage through more efficient data
collection and analysis
Better device utilisation and management
Warn of device reaching end of life
Customer portal/web interface Improved customer experience, ease of use, fast and
(for customer and service efficient way to view device usage
provider) Service provider can analyse customer reports on demand to
improve service levels
Remote management e.g. Improved customer response time
automatic software upgrades, Maximise service engineer utilisation
remote configuration

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Currently the major printer and copier vendors all offer some form of remote monitoring/maintenance service
which they either deliver directly or through their channel partners. Please note that this report does not cover
general print management tools such as Web Jet Admin, although these tools may be used in combination with any
remote monitoring solution.

3. Definitions
Term Definition
Multifunction Peripheral (MFP) An MFP is a single device that combines several
functions. In addition to printing, copying and scanning,
MFPs may also offer fax and email capabilities.
Remote monitoring appliance A stateless secure machine which resides inside
customer firewall and captures device, consumables and
usage data from predefined management information
bases (MIBs) using simple network management
protocol (SNMP). This data is sent to a data centre
which is hosted by the supplier.
Embedded remote monitoring Remote monitoring technology is built directly into the
printing device, enabling a single machine to
automatically report its meter counts, send service
alerts and receive remote firmware upgrades.
Service portal A service portal provides the customer or service
provider to view contract details, print usage reports
and may also offer the capability to submit service
requests and order consumables online.
Managed Print Service (MPS) A managed print service involves the assessment,
optimisation and ongoing management of the print
environment. An MPS provides an integrated range of
printer and copier devices and software and services to
enhance user productivity optimise device utilisation
and reduce the total cost of ownership (TCO). Services
may include asset management, implementation,
supplies management, help desk support and
maintenance along with consolidated billing

4. Market summary
Most printer manufacturers offer a mixture of appliance and embedded approaches where data is hosted at a
central server at the vendor’s location, most of which require no installation of software on the client network. In
the case of the appliance approach, once the appliance is installed no intervention should be required by the
customer. In contrast, third party solutions targeted at the reseller channel are installed and hosted at the reseller
site.

Whilst most printer manufacturers have offered some form of remote services platform for some time, recently
there has been an increased focus on these capabilities. Many are offering their platform as the foundation for their
managed print service offerings which are often provided directly to their customers. Meanwhile, for those vendors
the rely on the channel as their main route-to-market, developing a cohesive service offering can help their partners
improve their service and maintenance revenues in an increasingly commoditised hardware market.

Most of the remote services offered provide an infrastructure that is hosted in a secure data centre. This capability
is particularly important for the reseller channel serving the small and medium sized (SMB) market as it means that
the reseller does not need to develop its own offering. A software as a service (SaaS) platform can allow both the

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service provider and end user to access data relating to their devices, such as service history and print usage.
Similarly the manufacturer or service provider can view aggregated data on device performance, utilisation and
failure rates across all customers at assist with product planning and market development

Currently few manufacturers, other than Konica Minolta and Sharp, offer integration of their platforms with service
management or procurement systems. This capability promises to be an opportunity to further streamline the
process of service and supplies replenishment. Generic third party tools from suppliers such as PrintFleet, MWA
intelligence, ekm4 and Netaphor offer some integration capabilities with service management and procurement
platforms. These tools are increasingly being used in managed print services contracts by resellers and IT service
providers who require multivendor management capabilities in order to support a heterogeneous print
environment.

Although proprietary vendor tools may support third party devices, the most robust remote service and supplies
management capabilities work only for the vendor’s own device. Generic tools are more likely to offer consistent
remote monitoring capabilities across a multivendor environment and multi-brand resellers are therefore more
likely to prefer using them over proprietary ones.

4.1.1. Canon
Canon launched e-Maintenance in 2002 via both its direct and indirect channel, and since then the service remained
largely unchanged until Canon added third party device support in early 2008. E-Maintenance technology is also an
integral part of Canon’s remote service portfolio and service delivery model, enabling it to offer the benefits of
remote services to its customer base. The service is widely used in its direct channel and e-Maintenance is included
as an option within its maintenance contract. Today, in Europe, Canon has more than 100,000 registered e-
Maintenance devices.

4.1.2. HP

HP offers its Remote Monitoring service in both its direct managed print services and channel Smart Printing
Services programme. Its embedded version is suited to environments of up to 100 devices whilst its server solution
is needed for large print environments of 100 devices or more. HP Remote Monitoring supports most HP printers
along with some multivendor products. Currently in development is integration with HP Web Jetadmin which will
be available in the second half of 2009.

HP offers a comprehensive service portal for both customer and service providers which provides detailed reports
on service history, online ordering and supplies usage. Supplies replenishment can be managed through setting pre-
defined thresholds for when toner should be delivered.

4.1.3. Kyocera
Kyocera provides the KYOcount 5.0 tool to track and analyse volume costs for Kyocera devices as well as all
networked and local printers. It offers counter reading and error notification features. KYOcount can also be linked
to the service partner to enable a proactive approach to consumables and maintenance management. KYOcount is
sold on a licence basis. A manager licence enables a designated service partner to receive and manage KYOcount
system reports. Currently KYOcount is predominantly used in Europe, Middle East and Africa.

In the UK, Kyocera has launched KYOprint Pack which enables customers to purchase a device with a support
guarantee. The ongoing purchase of KYOprint Packs for the device (of various page volumes) ensures that the
customer is covered for both service and consumables. Kyocera intends to enhance its KYOprint Pack service to
provide remote device management which will monitor consumable levels and device status to enable proactive
service and supplies delivery.

4.1.4. Konica Minolta

Launched in 2007, CS Remote Care (CSRC) is a diagnostic system for the Konica Minolta range of bizhub
multifunctional imaging systems above 21ppm. CSRC enables all relevant system data – alerts, messages and

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counter readings to be transmitted directly from customer premises to service department, requiring no customer
involvement. Secure connection is using GPRS, GSM, email or fax.

CSRC is a well established remote services platform for Konica Minolta devices, and is currently the only solution
that supports a broad range of communication methods, particularly GSM/GPRS where customers may be
concerned with security issues. The capabilities to integrate with a reseller’s ERP system offers the added value of
ensuring supplies replenishment can be further automated. Konica Minolta also integrates CSRC within its
Intelligent Document Output Consulting (iDOC) managed print service offering customers the benefits of proactive
service and maintenance and automatic supplies management. Konica Minolta currently has approximately
100,000 devices connected to CSRC in Europe.

4.1.5. Oki Printing Solutions

In Europe, OKI offers its free Print SuperVision tool, which is a web based application for managing, monitoring and
reporting data for networked printers. It supports both OKI and third party products and is offered as a free
download as well as a free “in the box” utility, through resellers. Print SuperVision reports on consumable usage (%
toner, drums, belt, fuser) and provides email alerts of events, such as low consumables or device errors. Reporting
functionalities allow IT managers to monitor usage and make informed decisions about device configurations and
geographical positioning within a facility. However, this is not a remote services platform and relies on the IT
administrator for installation and usage.

OKI Europe Ltd is not actively pursuing a remote monitoring service and not currently engaging with resellers to use
this as a tool to support their service and supplies revenue. However, OKI is piloting its new pay-per-use sales
proposition in the UK and Germany, which has been created specifically for the IT channel. OKI Flatrate is a
hardware exclusive program where requests for consumables, service requirements and meter readings can be
submitted via a dedicated web portal. Remote meter reading capability is expected in the future.

4.1.6. Ricoh
Ricoh @Remote offers automatic meter reading, automatic toner replenishment, automatic fault notification and
usage reports. It is available as either an Embedded Remote Communication Gate, suitable for smaller businesses,
or the External Remote Communication Gate which can manage complex business requirements with up to 100
network devices per External Remote Communication Gate. Multiple External Remote Communication Gates can be
used per customer, supporting very large fleets and international infrastructures. @Remote supports both Ricoh
and non Ricoh devices and is also offered as part of its managed print services portfolio.

Ricoh offers @Remote through its direct channel and is actively developing its indirect model. In the UK, Ricoh has
launched its @Remote partner programme and targets resellers with a service business and help desk capabilities.

4.1.7. Sharp
Sharp’s Remote Email Diagnostics (RED) enables key operators, IT managers and service engineers to automatically
receive email notifications about each printer or MFP device. Status and alert emails can be generated
automatically and sent daily weekly or monthly. As an option, full diagnostic data for the service provider can be
attached to an email which is integrated into a service management system operated by the service provider, using
the Sharp Dealer Device Manager (SDDM) interface. Sharp Europe works closely with Evatic AS for service
management. The Evatic system processes the status and alert message bodies for automated billing and service
scheduling. A service technician can then decode any files with the RED reader utility to determine what service
actions to take.

Sharp has also collaborated with MWA Intelligence on the embedded Intelligent Device Management Module
(eIDM) for Sharp OSA enabled MFPs. Key components of this module, such as automated meter reading,
consumable replacement ordering and service call creation will be made available to Sharp dealers worldwide.

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4.1.8. Xerox
Xerox has a range of remote monitoring capabilities that have been designed and built to meet the needs of
customers from small companies through to large global organisations.

Designed for small to medium-sized businesses, Smart eSolutions provide a range of capabilities for remote
monitoring on Xerox devices. Inside this suite of eSolutions are Meter Assistant, which provides automatic metre
reads, and Supplies Assistant, which provides supply inventory management, and Maintenance Assistant, which
provides automatic diagnostic reporting on Xerox devices. Small to medium-sized businesses and resellers can
integrate Smart eSolutions with CentreWare Web management software, download the client software onto one of
the customer’s PCs or Smart eSolutions may be embedded within the device. If Smart eSolutions is part of a service
contract the customer does not have any additional cost to benefit from this solution. Smart eSolutions is currently
supporting approximately 200,000 devices globally and Xerox is actively developing its channel strategy for resellers
in this space across Europe.

For its large national, regional and global customers, who require monitoring as a part of a fully managed print
service, Xerox has also developed the Xerox Office Tool Suite. This software tool suite can monitor and manage a
customers’ entire fleet of devices offering automatic meter reading, proactive supplies replenishment and proactive
service management.

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5. Competitor Summary
The following table outlines the capabilities of the remote monitoring platforms from major
manufacturers.

Key:  Full capability  No capability  Partial capability (e.g. offered in conjunction with partner
product or print management tool)
Vendor Canon HP Konica Ricoh Sharp Xerox
Minolta
Service name (s) e- Remote CS Remote @Remote RED Smart
Maintenance Monitoring Care eSolutions
Xerox Office
Tool
Route to market
Direct      

Channel      
Technical approach
Appliance at customer site      
Remote monitoring software
     
embedded in device
Client software installation required      

Service features
Automatic counter reading      

Toner inventory management      

Real-time fault reporting to service
     
organisation
Service portal      

Customer portal      
2
Remote management
Remote diagnostics      
Remote firmware upgrade    1  
Device support
Third party products support3      
Managed print service
Part of MPS portfolio     N/A 
Security
ISO 15408 certification4      
SSL      
Service charge to customer5
Added service charges per device for
     
remote monitoring
Available free of charge      6

Notes:
1
Remote firmware upgrades available only as part of Ricoh’s managed print service.
2 Remote firmware upgrades may be possible using vendor’s own print management tool (e.g. HP Web Jetadmin, Xerox CentreWare Web or
Sharp PAU).
3 Third party device support is dependent on MIB information, so remote capabilities vary by device and manufacturer. Xerox Smart
eSolutions is does not support third party devices.
4
Ricoh’s @Remote has gained ISO 15408 certification
5 In some cases automated meter reading is, or will be included as default in new service contracts, but toner management or proactive
monitoring is an extra charge. Service charges vary by manufacturer and region, and in the case of larger MPS deals, remote monitoring is
often included in the overall MPS charge.
6 Xerox Smart eSolutions is targeted at the reseller channel and is available as a free download. HP’s Web Jet Admin which can be used in
conjunction with remote monitoring is available free of charge.

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6. Conclusion
Remote monitoring solutions are now offered by all the major printer and copier companies as a means to improve
their service to their customers. For end users, faster support means increased uptime, convenience through
proactive supplies replenishment and automated meter reading as well as potential savings on service contracts.
Meanwhile manufacturers can use service data to analyse device performance trends which can be fed back to R&D.
Enhanced visibility into service data can also be used to tailor service contracts to reflect proactive service delivery.
And by gaining an insight into usage trends within a customer environment, vendors can use this data to
recommend product refreshes or other products or services to their customers.

For resellers, remote monitoring improves their ability to support customers and unlock new revenue streams. It
can also drive more hardware sales for vendors as resellers are more likely to push new devices that can be
monitored remotely easing the task of support and maintenance. In the long term, to maximise the benefits of
proactive supplies management, remote services platforms should offer integration with both the vendor’s and
partner’s procurement systems to streamline the ordering and delivery of supplies. Similarly, proactive
maintenance alerts could be linked to service management systems like Sharp’s RED and its Evatic service
management system.

The drawback of using vendor proprietary tools is that support for competitors’ brands is limited. Managing a
multivendor environment becomes more important in larger business environments, and whilst vendors’
proprietary platforms can support devices other than their own to a certain degree, it is likely that independent
tools will offer more capabilities in terms of consistent feature support across all manufacturers devices. This is a
key requirement particularly for IT resellers selling a range of brands and IT service providers who require a tool for
supporting a managed print services engagement. Both are more likely to expect a fully featured generic tool that
offers multivendor support.

Resellers will also be looking for products that can integrate with the systems they are already using for service
management or billing. Again, these capabilities are often best provided by generic tools which provide some level
integration with ERP and CRM systems. Where vendor proprietary solutions have the advantage is in their ability to
support remote firmware upgrades which independent tools often do not have the capability to do so.

Perceived security risks are an inhibitor to adoption of remote monitoring solutions as customers may not wish their
data to be transmitted beyond their own environment. Most vendors provide detailed documentation explaining
the security measures in place, and that the actual data that is transmitted is device usage data, and not document
content or user information.

For now, the market for remote monitoring solutions is still relatively young, and the benefits still to be fully
exploited by both the channel and manufacturers. Many manufacturers rely on their channel partners to deliver
service excellence, and in a market characterised by shrinking margins it is even more important that these partners
have the tools to offer them recurring revenue opportunities from both supplies and service.

For businesses to realise the true benefits of remote monitoring, it should be implemented as part of a wider
managed print services (MPS) strategy. A remote monitoring infrastructure plays a crucial role in managing a
consolidated and optimised print environment by enabling ongoing proactive management, which can ensure cost
savings and productivity benefits continue to be gained as business needs change.

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About Quocirca
Quocirca is a primary research and analysis company specialising in the business impact of information technology
and communications (ITC). With worldwide, native language reach, Quocirca provides in-depth insights into the
views of buyers and influencers in large, mid-sized and small organisations. Its analyst team is made up of real-
world practitioners with first-hand experience of ITC delivery, who continuously research and track the industry in
the following key areas:

Business process evolution and enablement

Enterprise solutions and integration
Business intelligence and reporting
Communications, collaboration and mobility
Infrastructure and IT systems management
Systems security and end-point management
Utility computing and delivery of IT as a service
IT delivery channels and practices
IT investment activity, behaviour and planning
Public sector technology adoption and issues
Integrated print management

Through researching perceptions, Quocirca uncovers the real hurdles to technology adoption – the personal and
political aspects of an organisation’s environment and the pressures of the need for demonstrable business value in
any implementation. This capability to uncover and report back on the end-user perceptions in the market enables
Quocirca to advise on the realities of technology adoption, not the promises.

Quocirca research is always pragmatic, business-orientated and conducted in the context of the bigger picture. ITC
has the ability to transform businesses and the processes that drive them, but often fails to do so. Quocirca’s
mission is to help organisations improve their success rate in process enablement through better levels of
understanding and the adoption of the correct technologies at the correct time.

Quocirca has a proactive primary research programme, regularly surveying users, purchasers and resellers of ITC
products and services on emerging, evolving and maturing technologies. Over time, Quocirca has built a picture of
long-term investment trends, providing invaluable information for the whole of the ITC community.
Quocirca works with global and local providers of ITC products and services to help them deliver on the promise that
ITC holds for business. Quocirca’s clients include Oracle, Microsoft, IBM, Dell, T-Mobile, Vodafone, EMC, Symantec
and Cisco, along with other large and medium-sized vendors, service-providers and more specialist firms.

Sponsorship of specific studies by such organisations allows much of Quocirca’s research to be placed into the public
domain at no cost. Quocirca’s reach is great – through a network of media partners, Quocirca publishes its research
to a possible audience measured in the millions.

Quocirca’s independent culture and the real-world experience of Quocirca’s analysts ensure that our research and
analysis is always objective, accurate, actionable and challenging.

Quocirca reports are freely available to everyone and may be requested via www.quocirca.com.

Contact:
Quocirca Ltd
Mountbatten House
Fairacres
Windsor
Berkshire
SL4 4LE
United Kingdom
Tel +44 1753 754 838
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About Xerox
Xerox Corporation (NYSE:XRX) is the world's leading document management technology and services enterprise. A
$17.6 billion company, Xerox provides the document industry's broadest portfolio of offerings. Digital systems
include colour and black-and-white printing and publishing systems, digital presses and "book factories,"
multifunction devices, laser and solid ink network printers, copiers and fax machines. Xerox's services expertise is
unmatched and includes helping businesses develop online document archives, analysing how employees can most
efficiently share documents and knowledge in the office, operating in-house print shops or mailrooms, and building
Web-based processes for personalising direct mail, invoices, brochures and more. Xerox also offers associated
software, support and supplies such as toner, paper and ink.

www.xerox.com

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